Job: Finance/Grant Accountant

General Information
Finance/Grant Accountant

Number position available:

Minimum annual salary at $44,000; Actual rate will reflect experience and credentials

Job Category:

Position DOES NOT require a Master's degree from an ALA accredited program.



The Finance/Grant Accountant reports directly to the Associate Director of Accounting and participates in managing the financial transactions and obligations of the George A. Smathers Libraries. Working with the Libraries’ Grants Manager, responsibilities include full-cycle management of the Libraries’ grants awards, totaling over 1 million dollars per annum, to meet the needs of the Libraries and the Universities sponsor. The position also provides senior level accounting services to the Libraries, including audits, reconciliations and reporting.  

The Smathers Libraries include over 400 employees in seven branch libraries, an auxiliary and an interim facility, and 11 additional distinct service and administrative units, located in Gainesville, Jacksonville and Saint Augustine. The annual budget, in excess of $38 million, includes approximately 26 salary accounts, 26 other personal services accounts, 23 departmental budgets, and other special spending budgets.

The library encourages staff participation in reaching management decisions and consequently the Finance/Grant Accountant will serve on various committees and teams. To support all students and faculty, and foster excellence in a diverse and collaborative society, the Libraries are actively seeking candidates who bring culturally-rich lived experiences to work with individuals of diverse backgrounds, experiences, races, ethnicities, genders, sexual orientation, and perspectives.


Grants Pre and Post Awards Financial Management

  • Provides accounting support for Pre and Post Award Grants to the Libraries Grants Manager.
  • Develops and prepares budgets for new external and internal grant proposals.
  • Inputs grant awards in University online System including; external grants, proposals, award and sub award budgets, effort commitment changes, budget revisions and grant modifications.
  • Liaises with UF Contracts and Grants regarding grant budget questions.
  • Participates in periodic pre and post Grant award instructions, training and presentations.
  • Monitors Libraries grant expenditures to ensure compliance with UF, Federal, and State funding agency regulations and to assist in keeping grant projects within the budget schedule.
  • Ensures grant-related payroll distributions are entered in the system and serves as liaison with other UF departments in completing any grant related Payroll Distribution/Retro Request.
  • Coordinates and assists with grant related travel including travel authorizations and expense reports.
  • Provides post award support and accounting of external and internal grant projects.

 Grants Reporting

  • Prepares monthly Grants Summary Report for Library Deans, Grants Manager, and Associate Director of Accounting
  • Prepares any specialized external grants financial reports
  • Researches and corrects budget discrepancies
  • Sets up grant budgets and provides monthly reports to all concerned parties
  • Corresponds with concerned parties and troubleshoot issues
  • Maintains and updates Grants Chartfield List of Accounts

Fiscal/Accounting Management

  • Assists in the preparation of annual operating budget requests
  • Conducts special cost and/or budgetary analysis
  • Reviews and researches discrepancies, identifies appropriate corrective actions, and completes journal entries to correct 
  • Provides accounting support for annual statistics

Fiscal Reconciliation

  • Responsible for the maintenance, accountability and reconciliation of all library department operational expenses ensuring expense items post correctly
  • Tracks and reconciles transfer of funds from other campus unit accounts
  • Reconciles a variety of reports
  • Reconciles the Dean’s Discretionary account monthly 
  • Reconciles monthly library revenue of auxiliaries to the monthly ledgers

Fiscal Reporting

  • Assists in the preparation of annual operating budget requests and conducts special cost and/or budgetary analysis and prepares reports as appropriate
  • Updates and formats internal reports for website posting
  • Calculates internal and external sales tax for accounts generating auxiliary funds
  • Prepares and submits the monthly Libraries Sales Tax Reports for all auxiliaries
  • Processes journal entries for library revenue 

Other Duties

  • Participates in special projects and performs other duties as assigned
  • Backup to Administrative Support Assistant II
  • Attends trainings and workshops to improve skills or enhance knowledge needed for position
  • Participates in Fiscal Services documentation and training for continuous cross-training of workflows and processes to deliver timely to staff
  • Serves on committees as appointed and other working groups within the Libraries




A bachelor’s degree in an appropriate area of specialization and two years of experience





  • Professional level accounting experience with grant and fiscal management

  • Experience with proposal and grant award management system, financial management system and enterprise reporting tools

  • Good judgment in handling sensitive and confidential information

  • Experience in tracking grant expenses and making corrections to budget allocations.

  • Ability to design, implement, and interpret accounting methods

  • Knowledge of accounting principles, practices and procedures

  • Knowledge of State regulations and procedures for salary, payables, and budgeting functions

  • Ability to compile fiscal data and maintain fiscal records

  • Ability to work well independently and collaboratively in a team environment to accomplish goals

  • Strong planning, analytic, and organizational skills.

  • Strong verbal, written and interpersonal communication

  • Knowledge of Microsoft Office, including Excel, Word and Outlook

  • Flexibility, and ability to adapt and work in a rapidly changing academic environment

  • Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender, sexual orientation, and perspectives



Job open date:

Application deadline:

Apply at:

Additional information
Library Type:
  • Academic Libraries

Job Type:

Job Location

Physical address where the job position is located.

Job Place:
Library West

Job Location:
Central Florida

1545 W University Ave




Institution Information
Institution Name :
University of Florida George A Smathers Libraries

1545 W University Ave




Contact Information / How to apply
Contact Name:
Tina Litchfield

Contact Email:

Contact Phone:

Contact Fax:

How to apply

To apply, submit


  • a cover letter detailing your interest in and qualifications for this position
  • your current resume or CV
  • a list of three references including their contact information (telephone number and email address)

Apply by December 4, 2019 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system at Requisition 512794. Failure to submit the required documents may result in the application not being considered. If you have any questions or concerns about this process please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at


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